Support Services Coordinator
Support Services Coordinator
Red Cross EU Office
Brussels, Belgium
BACKGROUND INFORMATION
Founded in 1983, the Red Cross EU Office (RCEU) is a membership office representing the 27 National Red Cross Societies in the EU, the Norwegian Red Cross, the Icelandic Red Cross and the International Federation of Red Cross and Red Crescent Societies (IFRC).
RCEU helps to coordinate relations between its member organisations and EU decision-makers and stakeholders, sharing their extensive expertise in supporting people and communities experiencing vulnerability within and outside the EU. Based on our members’ practical insights, we promote dignity and wellbeing by facilitating and voicing common positions and recommendations towards the EU and Member States. We also monitor European developments that could impact the implementation of our members’ work, as well as supporting them to prepare joint proposals to access EU funding.
For more information, please visit https://redcross.eu/. You can also connect with us via Facebook, Twitter, and LinkedIn.
JOB PURPOSE
Reporting to the RCEU Director, the Support Services Coordinator will lead and manage the support services in finance, administration and procurement to provide a comprehensive and effective service that meets the office’s needs. The unit is currently composed of an HR and Administration Senior Officer and an Administration Senior Assistant.
The Support Services Coordinator will ensure that strategies and priorities for services are articulated and that resources are efficiently allocated, further developed and maximised. In addition, this role will support the Director by reviewing and improving office structures and internal mechanisms.
More specifically, the Support Services Coordinator will be responsible for the planning, management and monitoring of available resources and commitments to deliver on the agreed activities for finance and administration at RCEU.
The Support Services Coordinator will be part of the management team and provide strategic input into discussions about RCEU’s development, bringing the perspectives of the support services.
KEY RESPONSIBILITIES
Financial Management and Controllership
- Prepare financial reports for management purposes for the RCEU Coordination Group and Annual meetings & support year-end audit;
- Manage the funds and financial assets of the office assigned under the overall direction of the RCEU Director and the IFRC Head of Regional Finance and Administration. This will include cash flow and cost control management and the management of payments, cashier, bank signatory and payroll functions;
- Manage the monthly financial cycle within the deadlines without significant error and maintain the accuracy of the numbers, resulting in satisfactory audit reports and positive evaluations of the financial aspects of the office;
- Monitor and follow up on office income and pledges with the support of the IFRC Secretariat in Geneva;
- Act as finance controller to safeguard the IFRC Secretariat’s legal obligations and commitments and make logical and financially sound decisions. Ensure appropriate expense coding;
- Coordinate the preparation of the office budget and oversee its annual implementation;
- Provide advice to managers on budgetary matters;
- Ensure proper treasury management for the office (from cash requests to bank management and reporting);
- Ensure that a rigorous internal control environment is maintained, including proper segregation of duties, and ensure that all spending is valid and complies with the IFRC Secretariat’s policies and procedures.
Administration & IT
Together with the Administration Senior Assistant, the Support Services Coordinator will:
- Ensure effective management, maintenance, and compliance of a documented system of administrative policies and procedures for RCEU;
- Manage cost-effective general services, including the daily management of office space, local procurement of office equipment, furniture and consumable supplies, and ensure the development and implementation of a green and sustainability strategy;
- Together with the Administration Senior Assistant, ensure effective record keeping of all financial, administrative and assets inventories and use the e-record system;
- With support from the Administration Senior Assistant and the IT team at the IFRC Regional Office for Europe and Central Asia (ROE), ensure optimum level of communication and IT services for smooth running of the office, as well as ensure efficient deliverables by the outsourced IT service provider.
Human Resources
Together with the HR and Administration Senior Officer, the Support Services Coordinator will:
- Run hiring processes and provide information on the rights and obligations of staff;
- Ensure that all contracts are in accordance with local laws;
- Review and update staff regulations;
- Be a potential contact point for complaints and misconduct, (sexual) harassment, etc. and be aware of the latest standards and mechanism for these complaints;
- Engage with the IFRC Secretariat, participate in regional HR activities and regularly provide data as requested by ROE;
- With the HR Senior Officer and the Administration Senior Assistant, ensure that appropriate health, safety and security procedures are in place.
CANDIDATE PROFILE
Education
- Relevant university degree (Master of Business Administration or equivalent);
- Professional qualification in accounting (Chartered accountant, CPA or equivalent).
Experience
- Minimum of 7 years of relevant professional experience;
- Minimum of 3 years in a finance and administration management position;
- At least 3 years’ experience in team management;
- Experience in strategic planning;
- Experience in plan and budget, financial analysis & statements, reporting & treasury management and external financial audit;
- Experience working in a multicultural environment;
- Minimum of 2 years of work experience with an International Organisation, non-governmental organisation (NGO) and/or government development agency is an asset;
- Experience working with the International Red Cross and Red Crescent Movement is an asset.
Knowledge and Skills
- Service-minded, ability to lead, delegate and manage from a distance;
- Results-oriented, ability to lead transitions within a matrix management structure;
- Proven good judgment and ability to work with complete integrity and confidentiality, acting as a model of the highest integrity in a personal capacity and at a team level;
- A high degree of discretion, tact and sensitivity with internal and external stakeholders;
- Be proactive and customer-focused in the work, resolve issues and suggest solutions, drive the processes forward, seek assistance from the appropriate sources;
- Proven ability to represent, negotiate, network, and communicate;
- Advanced skills in computer applications (Word, Excel, PowerPoint and Outlook);
- Knowledge of accounting concepts;
- Knowledge of International Financial Reporting Standards or equivalent;
- Advanced knowledge of financial management and reporting applications (e.g. CODA and Business Objects);
- Understanding of internal control and treasury management concepts;
- Financial management skills.
Languages
- Fluently spoken and written English;
- Good command of another EU language, preferably French or Dutch.
TERMS AND CONDITIONS
- Permanent contract, subject to Belgian Social Legislation;
- Full time position of 38 hours per week;
- Based in Brussels, Belgium, with potential occasional travel within Europe;
- The monthly gross salary ranges between EUR 4.300 and EUR 4.500, depending on experience. We further offer an attractive compensation and benefits package.
Application procedure
Please send your CV (max two pages) and a cover letter (max one page) in English to HR@redcross.eu by midnight CET on 20 May 2024.
Please include the job title and your full name in the file names, and mention “Support Services Coordinator” in the email subject.
Applications received after the deadline will not be considered. Only shortlisted candidates will be contacted for an interview.
The starting date will be discussed with the selected candidate.
If you do not hear back from us by 30 June 2024, unfortunately your application has not been selected.
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